I was in the Scouts as a child and firmly upheld the “Be Prepared” motto. My internal clock is set to arrive at everything early, my calendar is filled with checked-off lists, and my bags are always packed with extras. As a consultant and public speaker, traveling with technology is a must, so I have several back up plans in case of unexpected trouble. For several years I have been carrying spare power cords with me for my laptop and iPad. Because every ounce and inch counts in my carry-on, I have occasionally considered leaving the back-up cords behind.
 
This week, it finally happened. I was in a client meeting and pulled out my laptop to show some work related photos. My battery was very low - I had been using my laptop all day as we traveled from site to site – so I plugged in my power cord. No juice. Not even a glimmer, a jolt, a smidge of extra boost. Then it hit me! I had a spare cord! I pulled it out, plugged it in and was back in business with barely a hiccup.
 
Deciding what to pack and what to leave behind is not easy. These seven questions can guide even the most seasoned presenter in making decisions.

1. Are you carrying options that can fill the place of the left-behind item?             If you leave sticky notes behind, can you use scraps of paper instead? If you leave behind the nametags, can you substitute name tents made out of paper?  While you may prefer not to substitute, it is stress-relieving to know that you have replacement options. 
2. Will you have a rental car?                                                                                    Getting to a store is much easier if you have a rental car. Depending on your location, taxis and subways won’t always be available. In rural Iowa, you will be stuck at your hotel without a car. Can you survive without the item if you don't have a car?
3. Will there be nearby stores open when you are free to get to them?                   I frequently travel on Sunday afternoons, arriving at my destination city at dinnertime. This is why I always dress for business. If instead, I chose to dress casually and my luggage went missing, I would be unlikely to find an open clothing store on a Sunday night to spiff up my look.
4. Is there someone that can help you get a replacement quickly?                         At times I have an associate who travels with me and helps me with the logistics of my day. They are quick to jump in and save the day by running to the store, the print shop, etc. while I continue the meeting. However, if I am on my own, I’d rather have a back-up of essential items (see power cord story above!)  If you have a multi-day trip, overnight shipping might also save the day. I usually have back-up items at the office and can arrange to have a spare shipped to me.
5. What will be the fallout from not having the item?                                                  I like to carry a refillable water bottle with me at all times (my contribution to the planet.) If I forget it, or choose to lighten my load – no big deal. I can probably find a coffee mug on site or a paper cup that I can recycle. Consider the fallout when you consider leaving something behind.
6. How well do you know the client?                                                                           First impressions matter! If the client is new, I want everything to go as perfectly as possible. So I travel in business dress and I pack the extra items and put up with the heavy bag. If the client is familiar and my reputation with them is solid, I might take a risk and leave a few immaterial things behind.
7. How important is your reputation?                                                                           As an independent consultant, my reputation is everything! It is just not worth risking it to save a few ounces in my luggage or to travel in jeans. Being fully packed and prepared strengthens my reputation (and perhaps my biceps and triceps.)

For more tips on how to be successful as a public speaker, check out Caffeinated Learning: How to Design and Conduct Rich, Robust Professional Training.